Integrated School Information System

Transcription

1 Integrated School Information System April 2014

2 DARS OVERVIEW DARS is a school management software, developed by DataRays (Lebanese company); Typical for Lebanese Schools, the program provides the computerization and automation of the various tasks performed by school staff. DARS has a long success story, Used in 36 Schools More than 37'000 students / 4'000 teachers More than 200 reports Simple, easy to use but conveys so much information. Users feedback was that DARS modules are user friendly and can supply them with all the reports and outputs they need to their daily operations and for their periodic analysis. APPLICATION SECTIONS DARS is formed from ten integrated modules: 1. Administration, user rights and roles 2. Families and students profile 3. Online Collaboration Platform 4. Medical profile 5. Transcript 6. Tuition 7. Accounting 8. Stock, inventory and assets 9. Payroll and human resources 10. Transportations Page 2 of 15

3 TRANSFORMATION We ve seen DARS transform school management from a basic management environment to an analytical advanced administration level, providing KPIs that give a clear view of the school operations. OUR VISION We ve worked with leading schools for over 10 years incorporating DARS into their management environment and DARS made it easy to mangers to control the school operations and to have an accurate view of the school financial situation, performance and evolution over the years. Page 3 of 15

4 DARS CENTRALIZATION OVERVIEW DARS school management software, can provide data replication and centralization for separated schools, each school will have its own server and data will be copied to the main server based on a predefined schedule (daily, weekly) as described in the image below. DataRays is the first company to apply a successful synchronization module and deploy it for a group of 18 schools Each school has its own database Data is copied to the main server Data is encrypted and securely transferred to the main office GROUND WORK Success begins with innovative, easy to use product designed by talented engineers, managers and professional people within the education and schools management sector. Page 4 of 15

5 PRODUCT Creating a successful and leading software in a high competitive market requires skilled researchers and developers having a profound understanding of the school management workflow. Our goal is to create a software that can push school management a step forward. REMARKABLE ADVANTAGES 1. Already functional in an important number of schools 2. Definition of user rights and user access by class, division and by module. 3. Automatic calculations of teachers and employees salaries according to the laws. o This unique software is capable of understanding the laws and able to accurately apply them. 4. Analytical accounting and cost per student. o The software can analyze charges and distribute cost center in order to provide the cost per student. 5. Retains all the history data and allows easy access to them. 6. Can operate without any intervention from our part including the transition from a year to the next one. 7. User friendly. 8. Saves money and resources o Stops the waste of money with NSSF, CFPS, MOF o Eliminates the possibility of errors in payroll o Minimizes operation costs o Eliminates the risk of costing penalties with the state o Detects frauds o Saves staff time to be invested in other functions Page 5 of 15

6 9. In a school o Organizes the staff different tasks o Covers all aspects of daily operations o Eliminates the possibility of error due to human intervention o Provides a standard for school operations 10. In a group of schools o Centralization of data with a central database o Delegation of tasks to the head office. o Overview of the financial situation in real time. o Comparison reports between different institutions. o Facilitation of the audit tasks. CONTENT AND STRUCTURE 1. ADMINISTRATION, USER RIGHTS AND ROLES User right definition Access by school division This module defines the operating parameters and manages access rights for each user. This module defines the access rights of each user on each application module. Access rights are divided into logical action for each section within the module. The privileges are: - Invisible - Read Only - Insert only - Full Access Within the modules student profile and transcript the user rights are per class (For example, a user may only have access to subscribe students in a given class, this same user has the privilege to check in read-only mode students in other classes). Teacher access is managed by class and subject Page 6 of 15

7 2. FAMILIES AND STUDENTS PROFILE Family folder Student folder Analytical reports and statistics Photos manipulation This section contains the family personal information - ID card (in Arabic / English or French) - Education - Spouse (Arabic and English/French) - Work info for Father and Spouse - Address (Arabic and English/French) - Addresses and contact information - Files and documents attachments can be added to the family profile. This section contains the student folder information - Personal Information - Class history - Photos - Follow up folder o Remarks o Absences o Warnings - Medical profile - Psychological file - Files and documents attachments can be added to the family profile. This module contains up to 40 reports List of managerial and statistical analytical reports - By Class - By Student - Yearly results Directly from a scanner or a camera, DARS saves students photos into their files. Page 7 of 15

8 3. ONLINE COLLABORATION PLATFORM Instructor Association - Course - Teacher association Access rights - Access rights are managed by class or subject or division, depending on the type of teacher. - Students, Parents and instructors can access the online application by an Password generation automatically generated password; passwords can be automatically generated by the system. - Data entry per class and course Grades data entry - Calculations of ranks and averages Agenda Transcript Reports and statistics Analysis Discussion and message board File sharing School Agenda - Skills and evaluation - Agenda and homework are entered by teachers and can be validated by the principle - Configurable by classroom gives the possibility to show the rank and classroom average per note. - Grand total at the end of the year - Various statistical reports regarding notes - Statistics per class and performance comparison - Analytical reports - Grades analysis by various comparative reports. - Generated reports can be exported to Excel Pivots and power pivots for further analysis used for decision making. - Teachers can add subjects for one on many specific class. - The subject can be homework, a special assignment, a simple document to download, or an article. - Teacher can share a file to students in a specific class - Teachers post the school agenda in a user friendly weekly view - Students can check their agenda from their online private section. - The parent may also check their students agenda. - All history is preserved - Agenda items can be reviewed by the coordinator or principal. Page 8 of 15

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10 4. MEDICAL PROFILE Daily visits Medical record Daily visits - Visit motivation - Localization of medical problem - Treatments - Actions taken and alerts - Daily and summary visits reports - General medical assessments - Family history, hospitalization, surgeries, chronic illnesses, allergies, medications... - Immunizations - Dental record REPORT CARD AND SKILLS MANAGEMENT System configuration Grades data entry Transcript Reports and statistics Analysis This section contains the system configuration steps - Course and courses group. - Association of courses per class. - Number of Columns and the weight of each. - Creation of columns (Exams, control...) - Data entry per class and course - Calculations of ranks and averages - Skills and evaluation - Configurable by classroom gives the possibility to show the rank and classroom average per grade. - This module contains up to 25 reports - Various statistical reports regarding grades - Statistics per class and performance comparison - Other analytical reports - Notes analysis by various comparative reports and DARS gives the possibility of exporting and custom analyzing the data with Excel pivots and power pivots Page 10 of 15

11 6. TUITION Module of creation and manipulation of schooling invoices and families accounts. Settings Invoices creation and management Integration with the accounting system Reports - Creation of items (tuition, supplies, registration...) - Association items for each payment. - Association of the value of each item per class for a given payment. - Creation and management of family invoices are done via a simplified wizard. - Invoices are created for each family with the tuition of the children - Possibility to create invoices by financial tutor. - DARS is an integrated system and thus, invoices are paid and managed from the accounting system. - This module contains up to 50 reports - Bills, Statements and payment orders - statistics and general reports - Analytical Reports - Management of late payments 7. ACCOUNTING Complete module for managing the accounting operations. Settings References Accounting operations Utilities - Accounting exercise - Multi currency - VAT - Chart of account - Cost center - Activity center - Cash account - Receipt, payments, voucher, Invoices... - Import voucher from Excel - Debit Note / Credit Note - Ending the exercise and starting via a user friendly wizard - Exchange difference voucher - Starting voucher - Users accounts (each user creating a receipt / payment is associated with Page 11 of 15

12 one or more cash accounts) Analytical accounting Reports Analytical accounting Budgeting Excel modeling - To have an analytic view of accounting (e.g. cost per class or student). - This module will distribute the costs according to the cost and activity center and will give the cost per student and the cost per course. - Account statement - Balance - Balance Sheet - Profit and loss - Detailed Ledger - Detailed Balance - Group details - Balance Distribution - Income distribution - Balance of classes - General Ledger Distribution - Budget management and expenditure. - In order to create the possibility to custom analyzing the financial data, an excel ODBC connection is created to allow the manipulation with Excel pivot and power pivot. 8. STOCK MANAGEMENT AND ASSETS Operations Stock reports Real estate assets - Items, warehouse... - Purchase - Consumption - Stock adjustment - Sales - - Stock value - Movements - Consumption by department - Statistics and analytical reporting Earnings - Depreciation - Page 12 of 15

13 9. HUMAN RESOURCES MANAGEMENT Personal information Payroll This section contains the employees personal information. - Identity card (Arabic and English) - Training - Spouse (Arabic and English) - Children (Arabic and English) - Address (Arabic and English) - Position (s) in the school Salary calculation according to Lebanese laws. The calculations are configurable; the amendments of the laws are configurable and require no intervention from our part. This module contains: - Income (salary, function...) - Retained (Taxation, SSNF...) - Advance - Families - Distribution of Wages on classes and materials. Human resources management Analytical reporting Personnel Data Collection - Absence and delays - Initial - Continuing education sessions and - Disclaimer - Previous Jobs - Rating - History of the college posts This module contains up to 70 reports Series of analytical reports for school management Excel modeling In order to create the possibility to custom analyzing the financial data, an excel ODBC connection is created to allow the manipulation with Excel pivot and power pivot. Page 13 of 15

14 10. TRANSPORTATIONS AND SCHOOL BUS MANAGEMENT Configurations Rates Integration with invoicing - Creation of routes and stations - school buses - Areas - Circuits and Stations - Calculation of student rates according to areas - Rates are automatically integrated to the invoicing modules Page 14 of 15

15 OUR SERVICES Our Job does not end after the application installation, but includes the following services. Application: Installation and server configuration including upgrades and auto updates. Training and support: effective training sessions for the personnel, for quick adaptability to the application structure. Our team is available for phone and onsite support based on clients requests and needs. Maintenance: Server management and continuous follow up. Personalization: custom modifications and flexibility in adapting clients requests for modifications or amendments. Page 15 of 15